Admin & Fiscal Support Specialist (pos#0097567)

University of Hawaii•Hilo, HI

8d•Onsite

About The Position

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawaii system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawaii. The University of Hawaii at Hilo Public Safety Department provides safety, security, parking enforcement, emergency management, and environmental health and safety oversight for the UH Hilo campus. The department is firmly committed to ensuring a safe and secure environment for students, faculty, staff, and guests through continuous, 24-hour operations. Under the direction of the Director, provides administrative support to the department. This position coordinates the daily office workflow and keeps staff informed of current policies and procedures.

Requirements

Possession of a baccalaureate degree and one (1) year of progressively responsible professional experience with responsibilities for fiscal, office administration, personnel, procurement; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of fiscal or business administration, or technical support demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with fiscal or business administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal or business administration.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer, apply word processing software such as Google Workspace, MS Office Suite (Word, Excel, etc.), Adobe Acrobat, and other commonly used business application software.
Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
Demonstrated ability to produce work that is detail oriented and accurate.
Must be able to obtain a valid First Aid and Cardiopulmonary Resuscitation (CPR) certificates, within six (6) months from employment date.

Nice To Haves

Professional work experience in a Public Safety environment.
Professional work experience performing administrative or fiscal responsibilities within the State of Hawaii and/or post-secondary education setting.
Working knowledge of FERPA, the Clery Act, and Title IX.
Working knowledge of UH policies, procedures, and organizational structure.
Working knowledge of UH personnel, software, and financial database systems such as PeopleSoft, NeoGov, Kuali Build (KB), Kuali Financial System (KFS), SAP Concur, web content management system, etc.

Responsibilities

Serves as the primary point of contact for the department, addressing inquiries from students, visitors, and VIPs with university policies, procedures, and campus directions.
Manages walk-in traffic by providing accurate information and coordinating immediate requests for service with on-shift University Security Officers (USOs) and dispatchers.
Prepares technical specifications drafts, procurement requests (Super Quotes, POs, sole-source), and formal bids in accordance with university policies & procedures.
Research and purchase supplies, equipment, and services via a purchase card (P-Card) in compliance with university policies; maintain and safeguard fiscal records and files.
Assists department leadership with the preparation of contracts and budgets, collects financial data from monthly reports and prepares drafts of quarterly and annual reports as required.
Assists leadership in submitting grant proposals for funding for special projects, equipment, and initiatives.
Coordinates the logistics of departmental meetings and transcribes, distributes & maintains official minutes.
Manages the University's lost and found program ensuring chain of custody and compliance with departmental procedures for property retainment and disposal.
Assist department leadership with resolving operational and administrative issues in accordance with current policies, procedures and directives.
Oversees the student work-study hiring process on SECE, including job posting, data management, on-boarding, and time sheet reviews.
Coordinates travel arrangements, prepares travel requests and completion forms and requisitions; maintains records of itineraries.
Trains staff on travel policies and procedures.
Ensures the immediate and timely reporting of all public safety, security, and criminal incidents to the Director of Public Safety.
Maintain and periodically update the department web site, newsletters, and marketing media and materials.
Manages the Director of Public Safety's calendar, schedules appointments and coordinates meeting logistics.
Administers first aid as needed, contacting the student health services office when appropriate, or calling 911; stays current on Public Safety Department protocols.
Completes special projects and assignments as assigned.
Other duties as assigned.